Administrative Assistant/Personnel, Cambridge, Massachusetts

ABOUT THE DEPARTMENT OF HUMAN SERVICE PROGRAMS:

The Department of Human Service Programs (DHSP) creates and coordinates services that enhance the quality of life for Cambridge residents. Driven by the needs of residents, DHSP’s extensive services and programs touch almost every sector in the city: from newborns to senior citizens, from school-aged children to homeless families, from non-profit organizations to local employers.

DUTIES AND RESPONSIBILITIES:

As part of a high functioning administrative team for a large and diverse City department, and under the supervision of the Personnel Administrator for Human Services, the Administrative Assistant/Personnel will be responsible for the following:

• Maintaining a comprehensive payroll system for a department of 700 full-time, part-time, and seasonal staff. Duties include collecting and sorting timesheets each week, data entry of weekly payroll via the PeopleSoft Payroll System, preparing compensatory time accrual forms, and coordinating with City payroll on relevant issues as necessary.
• Communicating clearly with employees at all levels regarding payroll/personnel issues.
• Supporting the Department's hiring process, including reviewing all hiring packets for accuracy and completeness, maintaining the position vacancy system, processing all Personnel Transaction Forms, and assisting with job postings.
• Maintaining the Department's official personnel records including photocopying and filing.
• Updating and maintaining accurate new employee benefit time accruals requiring an efficient monthly review system.
• Tracking and processing all annual step increases.
• Supporting the Department’s CORI process.
• Periodic front desk telephone/reception coverage and other administrative duties as assigned.
• Actively engage in the Department's Race and Equity Initiative.
• May be asked to perform special projects by either the Fiscal Administrator or Assistant Director for Administration.

MINIMUM REQUIREMENTS:

High School Diploma or GED. Proficiency in Outlook, Word and Excel required. The City may require that the successful candidate take and pass a computer skills proficiency test in Microsoft Outlook, Word, and Excel at hire. Meticulous attention to detail required. Must be well organized and able to communicate effectively, both verbally and in writing. Must be able to work independently and as part of a team. Must have the ability to think analytically and welcome a systems approach to managing work. Prior administrative/personnel experience in a busy and diverse office environment required. Knowledge/Experience with PeopleSoft & Taleo Applications and a large payroll highly desirable.

PHYSICAL DEMANDS:

• Standard Office environment. Fluorescent lighting and air conditioning. Some offices may be carpeted. Moderate noise level.
• Ability to access, input and retrieve information from a computer.
• Ability to answer phones and maintain multiple files and ability to lift a minimum of at least 10 pounds.
• This position may be eligible for hybrid work under the City’s Telework Policy depending on operational needs.
• Reasonable accommodations will be made to enable qualified individuals with disabilities to perform essential job functions.

DOCUMENTS REQUIRED:

Please upload the following documents to complete your application:

• Resume
• Cover Letter

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